During the Initiating a Project process, the Project Manager is required to document several management approaches — for quality, risk, change, and communication. These sit within the Project Initiation Document (PID) and are meant to define how each aspect of the project will be managed.
The problem is that these sections often become text-heavy documents filled with generic content that doesn't create sufficient value for stakeholders. Project Managers copy-paste standard text or write generic descriptions of how PRINCE2 works — rather than describing how this specific project will be managed.
The Right Question to Ask
When drafting any management approach, ask yourself: "What should I suggest that will make a difference, will not happen by itself, is realistic and specific?" Content that fails to meet this standard should be removed or replaced.
Four Criteria for Good Management Approaches
Makes a Difference
Implementation of the described approach must increase the project's probability of success. If it won't change outcomes, it doesn't belong in the document.
Non-Obvious
The approach should describe something that won't happen automatically through existing procedures or organisational culture. If it's already standard practice, don't waste space documenting it.
Realistic
The approach must be achievable and enforceable given the project's constraints. An ambitious quality approach that the team lacks capacity to implement creates false assurance.
Specific
Use precise and actionable language. "Risk reviews will be conducted by the Project Manager and Risk Owner at fortnightly project meetings" is specific. "Risks will be managed throughout the project" is not.
Applied to Each Management Approach
The same four criteria apply to every management approach in the PID — Quality Management Approach, Risk Management Approach, Change Control Approach, Communication Management Approach, and Sustainability Management Approach. For each one, identify the two or three things that genuinely need to be documented to make this specific project succeed, and document those clearly and concisely.